Exhibition Place
The full agenda, as filed
All 10 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.
EP14.1adopted
Delegation Schedule Pursuant to By-law No. 2-18, Effective January 1, 2025
This submission on the Delegation Schedule is to satisfy the annual requirements of Article 4 of the Financial By-law No. 2-18 that is effective January 1, 2025. Under the Financial By-law, the Delegation Schedule shall be submitted to the Board of Governors for approval at the last meeting of the calendar year.
The Board of Governors of Exhibition Place: 1. Approved the Delegation Schedule, attached as Appendix A to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place, prepared pursuant to Article 4 of Financial By-law No. 2-18, to be effective January 1, 2025.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Approve the Delegation Schedule, attached as Appendix A, prepared pursuant to Article 4 of Financial By-law No. 2-18, to be effective January 1, 2025.
EP14.2adopted
Event Revenue and Receivables Review 2024
The City of Toronto Internal Audit was engaged by Exhibition Place in 2024 for the review of the Event Revenue and Receivables as part of Exhibition Place continuous review of key processes and controls in support of its financial goal to ensure its operations are sustainable and competitively priced. This includes reviewing current systems, agreements, practices, processes, and procedures to assess opportunities for more efficient, effective, and sustainable delivery of operations and be open to change, including future enhancements that are required to support growth in our events, conventions, and tradeshow business. The objectives of this review were to assess whether: 1. adequate processes and controls were in place for the establishment and administration of event-related contracts at Exhibition Place, and 2. any opportunities for improvement to existing processes and controls exist. Exhibition Place Event Revenue and Receivables Review Report 2024, Appendix A, prepared by the Director, City Internal Audit, highlights their review and summarizes issues of the engagement, the auditor's suggestions, and recommendations. Management has provided responses to the audit findings which will help to improve the overall accounting and internal control process and procedures. City Internal Audit staff will be attending the Board meeting on December 12, 2024 in case there are questions of staff.
The Board of Governors of Exhibition Place: 1. Received for information the City of Toronto Internal Audit report attached as Appendix A to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive for information the City of Toronto Internal Audit report attached as Appendix A.
EP14.3adopted
Business Travel for UFI Executive Committee Meetings and UFI Board of Directors Meetings in 2025
This report recommends approving business travel expenses for Laura Purdy, General Manager, to attend UFI Executive Committee Meetings, and UFI Board of Directors Meetings in 2025. Union des Foires Internationales, (UFI) is the global association of the Exhibition Industry. In November of 2023 Laura was appointed as the inaugural Chair of the newly established North American chapter of UFI. As Chapter Chair, Laura represents the region on both the UFI Board of Directors and the Executive Committee.
The Board of Governors of Exhibition Place: 1. Authorized business travel expenses for Laura Purdy, General Manager, to attend the UFI Executive Committee Meetings and UFI Board of Directors Meetings as listed below. The cost for each business travel event is not expected to exceed $7,000 CDN plus HST, for registration, flight, accommodation, and incidental expe nses, with the excepti on being the Executive Committee and Board Meeting in conjunction with the UFI Global Congress in November 2025 in Hong Kong, for which expenses will not exceed $18,000 CDN. a. Executive Committee and Board Meeting in conjunction with Global Summit from February 5-7, 2025, in Milan, Italy. b. Executive Committee and Board Meeting in conjunction with European Conference from June 4-6, 2025, in Thessaloniki, Greece. c. Executive Committee Meeting on September 4, 2025, in Paris, France. d. Executive Committee and Board Meeting in conjunction with UFI Global Congress from November 19-22, 2025, in Hong Kong. It is noted that there will not be a North American Conference scheduled in 2025.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Authorize business travel expenses for Laura Purdy, General Manager, to attend the UFI Executive Committee Meetings and UFI Board of Directors Meetings as listed below. The cost for each business travel event is not expected to exceed $7,000 CDN plus HST, for registration, flight, accommodation, and incidental expe nses, with the excepti on being the Executive Committee and Board Meeting in conjunction with the UFI Global Congress in November 2025 in Hong Kong, for which expenses will not exceed $18,000 CDN. a. Executive Committee and Board Meeting in conjunction with Global Summit from February 5-7, 2025, in Milan, Italy. b. Executive Committee and Board Meeting in conjunction with European Conference from June 4-6, 2025, in Thessaloniki, Greece. c. Executive Committee Meeting on September 4, 2025, in Paris, France. d. Executive Committee and Board Meeting in conjunction with UFI Global Congress from November 19-22, 2025, in Hong Kong. It is noted that there will not be a North American Conference scheduled in 2025.
EP14.4adopted
Exhibition Place Releases Roadmap to Net Zero Carbon
On October 25, 2024, Exhibition Place released our official "Roadmap to Net Zero Carbon", as part of our commitment to the global Net Zero Carbon Events Pledge for the exhibition and convention industry. The roadmap is being promoted on our social media channels and our website.
The Board of Governors of Exhibition Place: 1. Received the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive this report for information.
EP14.5adopted
Exhibition Place Management Report - 3rd Quarter September 30, 2024
The third quarter management report from the Chief Executive Officer is provided to the Board for information. Various graphs and tables provide ease of reference for key information by the Board and the community. This Management Report along with a separate Financial Report is produced on a quarterly basis.
The Board of Governors of Exhibition Place: 1. Received the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive this report for information.
EP14.6adopted
Employee and Corporate Policies 2024 Review and Update
This report recommends the approval of the Employee and Corporate Policies and Guidelines for Exhibition Place detailed in Appendices A and B, attached as new or revised policies and guidelines.
The Board of Governors of Exhibition Place: 1. Approved the policies attached as Appendix A and Appendix B to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Approve the policies attached as Appendix A and Appendix B.
EP14.7adopted
Exhibition Place Financial Report - 3rd Quarter September 30, 2024
This report includes detailed appendices with a full financial summary of all Exhibition Place program areas for the third quarter, period ending September 30, 2024.
The Board of Governors of Exhibition Place: 1. Received the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place for information. 2. Directed that Confidential Attachment 1 to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place, remain confidential in its entirety as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive the report for information. 2. Direct that Confidential Attachment 1 to this report remain confidential as it contains financial information that belongs to the Board of Governors of Exhibition Place and has monetary value or potential monetary value.
EP14.8adopted
Exhibition Place Hotel X Development - Phase 2 Lands
Phase 1 Development Following the completion of a successful Request for Proposal process held in 2007, the City of Toronto and the Board of Governors of Exhibition Place (the "Board"), collectively as landlord, executed a 49-year lease agreement with two options, each to renew for a 25-year term (the "Phase 1 Lease") with Princes Gate Hotel Limited Partnership (the "Phase 1 Tenant") for the development of a new hotel on the Exhibition Place grounds. The first phase of Hotel X opened for operations on March 20, 2018.s. Under the Phase 1 Lease, the Phase 1 Tenant had an option to lease certain additional lands to the west of the Phase 1 Lease lands for the development of second hotel tower. The Phase 1 Tenant exercised the option by written notice to the Board dated July 31, 2020. The proposed second phase hotel (the "Phase 2 Hotel") is permitted based on the approval of Council of the Phase 1 Hotel lease, which as noted above provided the Phase 1 Tenant with an option to develop a second hotel. However, as discussed below, the option under the Phase 1 Lease did not provide for the performance venue (the "Performance Venue"), now proposed by the Tenant for Phase 2. City Council at its meeting of December 15, 16 and 17, 2021, by its adoption of Item GL27.18 (the "Original Decision") approved of a new lease between the City, as landlord, the Board, and Lakeshore Princess West Limited Partnership (the "Phase 2 Tenant"), on the terms and conditions set out in the staff report and confidential attachments submitted with that item (the "Phase 2 Lease'). Since the Original Decision, staff from the City Real Estate Management and Exhibition Place have been working with the Tenant to finalize the Phase 2 Lease; however, due to the market pressures imposed by the COVID-19 pandemic, the Tenant's various consultations with City Planning, minor modifications to the development plans, and the need to avoid interfering with the preparations and events for the FIFA World Cup 2026, staff and the Phase 2 tenant have negotiated certain amendments to the Phase 2 Lease. Appendix B to this report outlines the proposed revisions to the terms and conditions approved in the Original Decision. The necessary City authorization will be sought for these amendments.
The Board of Governors of Exhibition Place: 1. Received the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive this report for information.
EP14.9adopted
Hotel X Phase 2 Development - Minutes of Settlement Extension with IATSE Local 58
This report aims to provide the Board of Governors with the results of the negotiations between Princes Gates Hotel Limited Partnership ("Hotel X"), Overactive Media Corporation ("OAM') and the International Alliance of Theatrical Stage Employees ("IATSE") on a multi-party Minutes of Settlement Extension Agreement ("MOS-EA") that includes Exhibition Place. The MOS-EA sets out terms specific to the completion and operation of the E-Sport Performance Venue. This report seeks approval from the Board to enter into the MOS - EA.
The Board of Governors of Exhibition Place: 1. Authorized the public release of confidential information from Confidential Attachment 1 to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place that pertains to Board business. 2. Approved the Minutes of Settlement Extension Agreement ("MOS-EA") attached as Confidential Attachment 2 to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place. 3. Directed that Confidential Attachments 2 and 3 to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place remain confidential and not be released publicly as this report contains negotiated labour relations information supplied in confidence to the Board of Exhibition Place, which, if disclosed, could reasonably be expected to prejudice the position significantly or interfere with other negotiations of other parties. Confidential Attachment 1 to the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place is now public and can be accessed under Background Information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Authorize the public release of confidential information from Confidential Attachment 1 that pertains to Board business. 2. Approve the Minutes of Settlement Extension Agreement ("MOS-EA") attached as Confidential Attachment 2. 3. Directs that Confidential Attachments 2 and 3 remain confidential and not be released publicly as this report contains negotiated labour relations information supplied in confidence to the Board of Exhibition Place, which, if disclosed, could reasonably be expected to prejudice the position significantly or interfere with other negotiations of other parties.
EP14.10adopted
Community Liaison Consultation Meeting - May 29, 2024
This report summarizes the program items at the Community Liaison Consultation in person and virtual meeting held on May 29, 2024. Hosting the meeting were Board Members Deputy Mayor Ausma Malik, Sharleen Ahmed, and Malcolm Bromley. Exhibition Place staff in attendance included Don Boyle-Chief Executive Officer, Kelvin Seow-Chief People and Strategy Officer, Judy Mahoney-Director, Sales and Marketing, Tony Porter, Director-Security and Transportation, Catherine de Nobriga, Tenant and Community Relations Coordinator, Nigel Fernandes, IT Systems, and Debbie Sanderson, Executive Assistant to the Chief Executive Officer. Twenty-five (25) community members attended the meeting; ten (10) in person and fifteen (15) virtually. The meeting lasted approximately two hours.
The Board of Governors of Exhibition Place: 1. Received the report (November 28, 2024) from the Chief Executive Officer, Exhibition Place for information.
Staff recommendation as filed
The Chief Executive Officer, Exhibition Place recommends that the Board: 1. Receive this report for information.